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MS Office Forum / Word / Mailmerge and Fax / May 2006How do I make a list of people from an *.mdb recipients list
I have printed envelopes using a mail merge in Word. How do I print a one-page list of the recipients' names and addresses using the same *.mdb list? When I try to make a directory from the recipients' list each record is on a separate page. I want all records to be on one page. In other words, I want a single-page list of the people I sent invitations to. Any help? In the first step of the Mail Merge Wizard, or using the first button on the Mail Merge toolbar, choose the "Directory" option. Peter Jamieson >I have printed envelopes using a mail merge in Word. How do I print a > one-page list of the recipients' names and addresses using the same *.mdb [quoted text clipped - 3 lines] > words, I want a single-page list of the people I sent invitations to. Any > help? I chose the Directory option. That is what put each record on a separate page. > In the first step of the Mail Merge Wizard, or using the first button on the > Mail Merge toolbar, choose the "Directory" option. [quoted text clipped - 8 lines] > > words, I want a single-page list of the people I sent invitations to. Any > > help? Ok, it shouldn't, unless you have done something like.. a. inserted a page break in your mail merge main document b. inserted a paragraph that has "page break before" formatting, or used a paragraph style with that formatting attached (I would suspect the latter, if you have used a Heading style to introduce each entry in your directory). Peter Jamieson >I chose the Directory option. That is what put each record on a separate >page. [quoted text clipped - 14 lines] >> > Any >> > help? I think I didn't put enough in my main document (I had only Last Name and Address on one line). What do I put there if I want is a list of Last Name and Address for each record? How do I get it to put consecutive records on the same page? Thank you for helping. > Ok, it shouldn't, unless you have done something like.. > a. inserted a page break in your mail merge main document [quoted text clipped - 21 lines] > >> > Any > >> > help? Are you sure that you are using a Directory type mailmerge main document. I assume that because of your use of the terminology "*.mdb recipients list" that you are using Word XP or Word 2003. If you are using an earlier version of Word, it is called a Catalog type mail merge. In either case, if you insert a one row table into the main document and into the cells of that table, you insert the mergefields, then when you execute the merge to a new document, that new document will contain a row of data for each record in the data source. There should be nothing else in the main document apart from that one row table.  SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >I think I didn't put enough in my main document (I had only Last Name and > Address on one line). What do I put there if I want is a list of Last [quoted text clipped - 36 lines] >> >> > Any >> >> > help? Thank you. I've done everything you said (I'm using Word 2002 but the menu choice is Directory, not Catalog). Can you figure out where I went astray? 1) open new doc 2)Insert 1 row table with 2 columns and open data source 3) insert mail merge field Last Name in first cell and Address in second cell 4) Click Merge to New Document. I got 39 pages with one address on each. > Are you sure that you are using a Directory type mailmerge main document. I > assume that because of your use of the terminology "*.mdb recipients list" [quoted text clipped - 49 lines] > >> >> > Any > >> >> > help? > Can you figure out where I went astray? It's not obvious. It's certainly not how directory merges usually work, so something unusual must be going on. What happens if you start with a completely blank document and a. connect to the data source b. insert /one/ mailmerge field, with no additional lines after it c. ensure that the paragraph does not have "page break before" specified d. ensure that the page layout is (say) single page, not double-page layout etc. e. do the merge? I would expect to see the data for the selected field appear one record after another without even a paragraph break, e.g. if the value in record 1 was A, in record 2 was B, and so on, I would actually expect to see ABC... If I put one more paragraph mark after the field, I would expect to see A B C Peter Jamieson > Thank you. I've done everything you said (I'm using Word 2002 but the > menu [quoted text clipped - 69 lines] >> >> >> > Any >> >> >> > help? Okay, so I found the problem with the formatting, but I don't know how to fix it. When I do the merge as you suggested I still get multiple pages. When I reveal the formatting with the paragraph symbol button there is a section break (next page) format after the first record. It's not there when I start the new document in the beginning. I have clicked Format>Clear formatting but that didn't change anything. How do I clear that formatting out of there before I merge? > > Can you figure out where I went astray? > [quoted text clipped - 94 lines] > >> >> >> > Any > >> >> >> > help? OK, it sounds as if it is associated with the paragraph r the paragraph style. Suppose you have the following paragraphs in your mail merge main document A B C D and that in the output you end up with A1 B1 new page C1 D1 A2 B2 new page C2 D2 etc. then you should a. click in paragraph C in your mail merge main document, then click Format|Stles and Formatting. The "Styles and Formatting" task pane should pop up. b. Select the highlighted style name in the task pane, right-click and select "Modify" c. Click the Format button in the lower left hand corner of the dialog box that appears, then Paragraph d. Click "Line and Page Breaks", then Uncheck "Page Break Before", then press OKuntil finished. That should deal with the case where the paragaph /style/ has page break associated with it. If it is the indvidual paragraph, you'll need to figure that out for yourself or ask again as I have to finish now... Peter Jamieson > Okay, so I found the problem with the formatting, but I don't know how to > fix [quoted text clipped - 121 lines] >> >> >> >> > Any >> >> >> >> > help? Peter, thank you for all your help. I will work on it some more and see if I can fix the paragraph formatting. It's using the Normal formatting but maybe I can make a new one and make sure it has no page breaks. I followed your directions again and the Page Break Before was unchecked to begin with, but Widows and Orphans was checked, so I unchecked that. I'll keep trying and thank you again for all the detailed help. I think they made Word way more difficult than it needs to be! > OK, it sounds as if it is associated with the paragraph r the paragraph > style. [quoted text clipped - 161 lines] > >> >> >> >> > Any > >> >> >> >> > help? I fixed it! There must be a more straight-forward method to do this common task, but I had to Select All in the merged document to select all 38 pages, then click Format>Reveal Formatting, then click Layout under Section, then select Continuous. It was (and still is, I can't seem to change the default) set to Begin Section on New Page. There's got to be an easier way, but this ridiculously involved method worked so I'm done. Thank you again for setting me on the right road! > Peter, thank you for all your help. I will work on it some more and see if I > can fix the paragraph formatting. It's using the Normal formatting but maybe [quoted text clipped - 169 lines] > > >> >> >> >> > Any > > >> >> >> >> > help? Hi Vicki, Can you send me the mailmerge main document so that I can have a look at it. As Peter said, that is not the way it usually works so there must be something peculiar about the document. Please remove the REMOVETHIS from my email address. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP >I fixed it! There must be a more straight-forward method to do this common > task, but I had to Select All in the merged document to select all 38 [quoted text clipped - 226 lines] >> > >> >> >> >> > Any >> > >> >> >> >> > help? Doug, sure, I'll send it, but did you mean to remove the REMOVECAPS from the address I get when I click on your name? > Hi Vicki, > [quoted text clipped - 233 lines] > >> > >> >> >> >> > Any > >> > >> >> >> >> > help? If that's what it says. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Doug, sure, I'll send it, but did you mean to remove the REMOVECAPS from > the [quoted text clipped - 266 lines] >> >> > >> >> >> >> > Any >> >> > >> >> >> >> > help? Two documents are on their way to you. > If that's what it says. > [quoted text clipped - 243 lines] > >> >> > >> >> >> >> > >> >> > >> >> >> >> Peter Jamieson For anyone else following this thread, the mailmerge main document that I received from Vicki was of the formletter type so as expected, when executed to a new document, the data for each record was in a separate (Next Page) section. Changing the document type to Directory resulted in the document created by the merge being of the required type. SignatureHope this helps. Please reply to the newsgroup unless you wish to avail yourself of my services on a paid consulting basis. Doug Robbins - Word MVP > Two documents are on their way to you. > [quoted text clipped - 283 lines] >> >> >> > >> >> >> >> >> >> >> > >> >> >> >> Peter Jamieson Thanks, Doug. Peter Jamieson > For anyone else following this thread, the mailmerge main document that I > received from Vicki was of the formletter type so as expected, when [quoted text clipped - 298 lines] >>> >> >> > >> >> >> >> >>> >> >> > >> >> >> >> Peter Jamieson
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